Project Integration Management: Tips & Best Practices

17 Jul, 2023 | Read in 4 minutes

Discover the secrets to successful project integration management. Learn valuable tips & best practices from industry leaders.


Project management tools have many benefits, such as workflow optimisation. The tools can work with existing workflows through project management integration.

Project management integration can improve business efficiency, overcome challenges of remote collaboration, and promote collaboration.

Integrating project management can be challenging; you need proper planning and strategies. 

Some recommended practices may help achieve successful project management integration. These include involving essential stakeholders and giving extensive training, among other things.

Following the best practices can minimise the challenge and maximise the benefits.

Let’s dive deep into best practices for project management integration and the pro tips.

Best Practices for Project Management Integration

1. Assess Current Workflows

The first step in assessing your current workflow is closely examining the various project completion steps. It may include everything from brainstorming and planning to execution and delivery.

You should also think about the key players involved. It may include team members, clients, or other influential individuals involved in the project.

Image source: Unsplash

Once you better understand your current workflows, you can identify areas where a project management tool can be beneficial. It may involve automating specific processes, streamlining communication between team members, or simply providing a centralised location for all project-related information.

By assessing your current workflows, you can ensure that any changes you make are targeted and effective.

2. Choose the Right Tools

Choose the one that best suits your needs, such as the size and complexity of your projects, the features you need, and your budget. 

Consider whether you need to track milestones, deadlines, and budgets or if a more straightforward tool will suffice. Here are the example questions that you need to ask:

  • Are you working on a small team with a straightforward project, or do you have a larger team with multiple projects that require complex tracking? 
  • Do you need to be able to track milestones, deadlines, and budgets, or are you looking for a more basic tool to keep track of tasks simply?

3. Map the Plan

Once you have chosen the right project management tool, the following step is to map out your integration plan. It will help you ensure the integration is successful and the tool is used effectively. 

Consider the following factors when mapping out your integration plan:

  • The steps involved in integrating the tool with your existing workflows;
  • The resources that will be needed;
  • The training that will be required;
  • The timeline for the integration.

4. Test the Integration

After creating a plan, testing your integration to ensure it functions as intended is crucial. It helps you find and fix any issues before going live.

Follow these steps to test the integration:

  • Check that all necessary components are in place and configured correctly. You may need to install or update software.
  • Test each component to ensure it works properly. It includes testing APIs, database connections, and web servers.
  • Test your integration as a whole. Run functional or load tests to simulate real-world usage.

Thoroughly testing your integration ensures reliability and stability. Identifying and addressing problems before going live prevents costly downtime and gives users the best possible experience.

5. Train the Team

After integrating the new tool, training your team is crucial to its practical use and maximising its potential.

Training methods can include hands-on workshops or online modules. Hands-on workshops can be effective for hands-on learners, while online modules can be helpful for those who prefer to learn at their own pace.

To further support the team, designate a tool champion who can provide assistance and troubleshoot any issues. Ongoing support and training opportunities, such as regular check-ins and additional training resources, should also be provided.

By investing in your team's proficiency, your organisation can make the most of the new technology.

6. Monitor the Result

After your integration goes live, regularly monitor it to ensure it works as expected and make necessary adjustments.

Set up alerts and use monitoring tools to keep track of performance, such as traffic, response time, and errors. Gather user feedback to identify issues and make changes to improve their experience.

Also, analyse data to identify opportunities for optimization. Monitoring your integration is crucial to ensuring its effectiveness and improving user performance.

Tips for Maximising the Best Practices

Here are some additional tips for integrating project management tools into workflow optimization:

  • Start small: Try to integrate only some of your workflows at a time. Start with one or two workflows and then gradually add more as you become more comfortable with the process.
  • Get buy-in from your team: Ensure your team is on board with the integration and understands how it will benefit them.
  • Provide training: Ensure your team is trained on how to use the new tool. It will help to get the most out of the tool and ensure it is used effectively.
  • Be patient: It takes time to integrate project management tools with existing workflows. Be patient, and expect to wait to see results.

Wrapping Up

Project management tools have many benefits that can be maximised through proper integration with existing workflows. 

By following the best practices and tips outlined, you can ensure your integration is successful, and your team can get the most out of the new tool.

VirtualSpace is a top-notch project management integration tool that can take your work to the next level. Give it a try here!

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